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2003-1083-Minutes for Meeting July 02,2003 Recorded 7/18/2003DESCHUTES COUNTY OFFICIAL NANCY BLANKENSHIP, COUNTY COMMISSIONERS' JOURNAL 1111111111111111111111111111111 2003-1083 CLERKDS ^ } 1003'083 01/18/2003 02;25;49 PM DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org MINUTES OF MEETING COUNTY SPACE PLANNING GROUP WEDNESDAY, JULY 29 2003 Present were Susan Ross, Commissioners' Office; Mark Amberg, Legal Counsel; Dave Lilley, Judi Hasse, Cheryl Circle and Carlie Chubb, Tax/Finance; Tracy Goodman, Personnel; Nancy Blankenship, Clerk; and Scot Langton and Theresa Maul, Assessor. The meeting began at approximately 11:00 a.m 1. Discussion of Window Treatments. Susan Ross presented information regarding the selection of window treatments — colors, types and locations. She provided samples of various types of window coverings, all of which were in light, neutral shades. After a lengthy discussion, the majority of the attendees appeared to prefer cloth -type blinds with blackout backing for the outside windows. These window coverings would be the kind that can be raised from the bottom or lowered from the top, to allow light to come in while still blocking off glare. Ms. Ross asked that the various departments make their choices regarding style and color within four weeks. They need to provide their choices for the relight windows as well as any other interior windows that require coverings. She encouraged the members of the group to select one color if possible, which would make the ordering and installation easier, and would allow for consistency. 2. Overview of Building Entrances. Ms. Ross showed the group a rendering of the site plan and the locations where pavers are proposed — primarily around the entrance areas. She added that the Commissioners have not yet finalized the exact plan for the pavers. Minutes of Space Planning Group Page 1 of 3 Pages Wednesday, July 2, 2003 3. Discussion of Audio Visual Equipment. Ms. Ross then gave an overview of the audiovisual equipment that will be installed in the hearing room. She said that there would be a ceiling -mounted screen and projector, and each of the three sections of the room would be able to handle a meeting and use recording equipment separately. Several people asked about the State's use of the rooms. Ms. Ross replied that it is important to keep their use of the rooms tightly controlled, as they could easily take them over, given the fact that they will not have any large meeting rooms of their own, and will also be located right across the hallway. She said that large conference room upstairs would also have audiovisual capabilities and a drop-down screen. 4. Update of Courthouse Project. Several attendees asked about other projects; in particular, the Courthouse/ Justice Building remodel. Ms. Ross showed the group the architect's rendering of the changes to the Courthouse. She was invited to attend the various departments' staff meetings to update all of the employees regarding the projects now underway or those that are planned for the near future. 5. Discussion of Furniture Policy. The attendees then discussed, at length, the purchase of furniture. Ms. Ross said that all pieces must be freestanding, and should not have to be attached to or supported by panels or the wall. Any new furniture needs to be crank adjustable, as it allows more flexibility. All furniture also should be ADA approved. Nancy Blankenship asked that the modesty panels go to the floor. Ms. Ross stated that whatever is purchased should be standardized, although the departments can work with their choice of vendors. She added that it would be advisable to allow some space at the bottom of the panels for air circulation. She explained that she has met with the space planning consultant who has indicated to her that almost all departments have provided their inventory to him. She told the group that all of the details need to be worked out by July 16, at which time she will meet with the consultant again to get a more accurate estimate of the total cost. Minutes of Space Planning Group Page 2 of 3 Pages Wednesday, July 2, 2003 s It She said that the vendors do not need to be involved at this point; all she requires is the furniture needs. Then the vendors can be contacted; and since they are all on state contracts, their prices should be close. In addition, she advised the group that they need to include their total "wish list"; if the budget is exceeded, they can look at what can adjusted at that time. The various departments can either individually or as a group select the vendor for their furniture needs. If the department representatives wish to make site visits to see existing installations, or if they want vendors to exhibit their products here, the departments will need to make those arrangements on their own. The departments could also go together on the bid process, which could result is a lower cost overall. It is up to the departments to discuss this and decide how they wish to proceed. Ms. Ross reminded everyone that the inventory of furniture and equipment was due on July 1, and encouraged the department representatives to complete this process no later than Wednesday, July 16. Being no further items brought before the group, the meeting adjourned at 12:15 p.m. Respectfully submitted, �w4u-,O— Recording Secretary Minutes of Space Planning Group Page 3 of 3 Pages Wednesday, July 2, 2003